Office of Learning and Information Technology

UWS CIO Council, July 20, 2006

UWS CIO Council Retreat and Meeting

July 20, 2006

Madison, WI

Attendees
CALEA discussion
Network/BCN update
Xythos update
Common Systems Review Group
Oracle contract
SFS, eProcurement and HR
Campus Updates from the CIOs
CommonSpot (David Hart)
Printer contract
Library hardware conversion
Next meeting

Attendees

CIOs and their Representatives

Guests

Mark Anderson
Nancy Crabb
David Dumke
Ann Marie Durso
Jack Duwe
Chip Eckardt
David Hart
Ron Kraemer
John Krogman
David Lois
Bruce Maas
Kathy Pletcher
Elena Pokot
David Stack
John Tillman
Lisa Wheeler

Shaun Abshere
David Alarie
Chris Ashley
Judy Caruso
Lorie Docken
Doug Hendrix
Ed Meachen
Brian Remer
Dwan Schuck

CALEA discussion (Judy Caruso, Shaun Abshere)

CALEA is the application of historical wiretapping legislation to data networks. The important questions are:

  1. Which institutions are subject to CALEA?
  2. If an institution is covered by CALEA, what does that mean?

Being covered by CALEA is not an either/or proposition. Parts of a network may be covered and parts may not . Generally speaking, private networks are not subject to CALEA, except at the point(s) of connection to the Internet.

If an institution lets the public use their network and have access to the Internet, e.g., in a university library or via a kiosk, it is likely to be considered a public network. If an institution owns, leases or pays money for a connection from the campus network to an ISP, is is likely to be bound by CALEA.

The American Council on Education says that a truly private network only serves students, faculty and administrative staff. If access is provided to others, e.g., the general public, the institutions is probably running a public network even if there are authentication procedures such as guest accounts.

Fortunately, the courts have removed the provision that every campus would have to provide a "crash cart" that could be taken to any wiring closet. How an institution views the role of WiscNet is important in determining where the network gateway exists, i.e., at the campus boundary connection to WiscNet or at WiscNet's connections in Chicago, Milwaukee, etc. Even if the boundary is determined to be somewhere off campus, the court order would likely show up on campus, which raises procedural issues.

Institutions that determine they are CALEA-bound will have to submit a report in the near future that outlines who will receive the legal processes for surveillance and the institutional policies and procedures, including the establishment of a security office. One question is whether there should be a single point of contact at UW System Administration or WiscNet rather than at each UWS institution.

As with most other court orders, the best first step on a campus is to involve legal counsel, especially since the understanding of the legislation is still in flux. The UWS has relationships with qualified communications counsel in Washington, D.C.

There is talk that the FBI and Department of Justice may be looking to clarify the CALEA obligations via legislation that has a more strict approach.

It would be wise for institutions to fully understand what kinds of public network access they provide, if any. It is not clear if leased lambdas on dark fiber would be covered by CALEA because, on the one hand, they are private, but on the other hand, they are leased.

Network/BCN update (Brian Remer)

Much progress has been made in connecting the UWS institutions to the Badgernet Converged Network (BCN). The vendors have complimented the UWS on the advance preparations that have been made. The connections should be handed off to the UWS by the end of this month. UW–La Crosse and UW–Stevens Point have run in production on the new connections, as have some of the UW Colleges. The UW Colleges are anxious to test the running of IP video over the BCN links. They have replaced their ATM codecs.

UW–La Crosse has experienced consistent, low-level, packet loss for a few days at a time on an intermittent basis even when there was little or no network load. Initially, there was not a great concern on the part of some in the Wisconsin Department of Administration (DOA) because the institution only contracted for "best effort" Internet transport service, not a premium service. The BCN link to La Crosse will be upgraded to an OC-12 this Sunday to provide sufficient capacity for the anticipated fall load.

In September, the old WiscNet OC-3 ring around Wisconsin will still be available with new OC-12 connections between the core nodes. The Milwaukee to Madison link is projected to be tight and alternatives are being considered.

The UWS will pay to continue the WiscNet connections to the institutions for a few months in the fall as a contingency.

Xythos update (David Hart)

A potential Xythos agreement has been in the works for a couple months as a result of the impetus from UW–Milwaukee, UW–Madison and UW–GreenBay. Costs for just the Digital Locker versus an enterprise bundle were distributed. The agreement doesn't have to involve UW–Milwaukee and UW–Madison, but it could to help leverage a site license or higher volume purchase. Presently, UW–Milwaukee is not providing virtual C: drives to students.

Some UWS institutions already have other web file sharing systems in place. Before the next meeting, the CIOs are asked to look at the materials from the May 9th briefing at UW–Milwaukee and communicate their level of interest to David Hart.

Common Systems Review Group (Ed Meachen)

The Common Systems Review Group (CSRG) met yesterday via teleconference. The status of the state's IBIS project was discussed. The group agreed to exercise the option to buy Oracle licenses this year and establish a contingency fund. In a couple weeks, the CBOs will determine how campuses will make up the difference between the CSRG budget and the actual costs.

Oracle contract (Ed Meachen)

A list of the Oracle modules that were purchased at favorable pricing was distributed before the meeting. Ann Marie Durso noted that the Talent Acquisition module can be implemented on top of the version 8.9 Student System without waiting for an installation of the entire HR system. UW–GreenBay is also interested in possibly moving forward on some of the small modules on a local basis before the entire HR system comes online. More focused discussions are needed with MILER representatives and the HR Advisory Group. Ron Kraemer suggested first taking a holistic look at Social Security numbers, IAA and security before beginning any ad hoc implementations.

SFS, eProcurement and HR (Doug Hendrix, Dwan Schuck)

At this point, the state plans to implement a couple of the IBIS modules by July 1, 2007. It appears that they are not planning on hiring an implementation partner, but will bring in consultants as needed. Some of the work the UWS has done with SFS will be demonstrated to them.

Timelines for UWS implementations are being laid out and vetted internally before being shared with DOA. As a first step, the UWS "interface campuses" need to be brought onto SFS. Grants Management and Travel modules are waiting in the wings and the needs of UW–Madison need to be balanced with those of the UWS as a whole. It may be advantageous to set up an executive team, similar to the UW Service Center Executive Committee that now oversees HR. The formation of a broader, second tier, leadership team is being considered as well. Jack Duwe will draw up charters for both groups.

Demos and campus visits are in process for the "interface campuses" and UW–La Crosse is now live on SFS. A survey inquiring when is the best time to upgrade to version 8.9 will be sent to the controllers.

Bruce Maas reminded the group of the body of project management knowledge that now exists within the UW System. A number of the institutions have expressed interest in getting started on the feasibility studies and fit-gap analyses for the eProcurement and HR projects before budgets are established in March.

Campus updates from the CIOs

UW–Eau Claire is implementing SFS. Over 300 PCs are now backed up and imaged over the network. Over Christmas, the entire campus may be converted to Longhorn. The bookstore has pulled out of a pilot of selling TurningPoint clickers. Web content management solutions are being researched. Sharepoint 2007 is being piloted for forms workflow. Oracle Tech Days are being sponsored with some of the nearby campuses.

UW–GreenBay has completed an academic strategic plan that was adopted in May. An academic program review is underway that is looking at who is being served, program quality and other metrics. Non-academic programs will be reviewed in the fall. It will be more challenging to compare non-academic programs with each other. Kathy Pletcher is co-chairing that effort. The student system upgrade was completed three days early. Several major facilities renovations are underway simultaneously. Everyone was moved out of the computer center building for electrical and HVAC improvements. The general access computer labs are supposed to be available again on August 15th. Many projects are being planned and prioritized for the fall.

UW–La Crosse has an interim chancellor, an interim provost and interim dean of the largest college. Shared Financials was implemented on July 1. The fit-gap analysis for the student information system has begun. There has been considerable staff turnover and subsequent hiring. The interim provost is considering a new strategic planning initiative that is centered on academics. Background work for installing a portal is underway. BCN is running with some packet loss. Wireless coverage is being expanded. A residence hall is being replaced for the fall. Plans to implement strong passwords are underway. A 90 day forced password expiration policy will be enforced.

UW–Madison reported that the retirement parties for Annie Stunden have finally ended. There are 13 cranes operating on the campus. The CIO recruitment has not yet been announced. The search and screen committee will probably begin work as the fall semester begins. The Grants Management system is moving forward. A waiver is being requested from DOA to hire contractors at more than the fixed rate. A process is looking at priorities and core mission. It is called DoIT from Scratch. Services for students are being re-evaluated as is whether or not a student email system is necessary. Yahoo! and Google are offering managed services and UW–Madison is in a consortium with 20 other universities that are investigating. The 21st Century Network Plan has reached completion on schedule and on budget. It included campuswide wireless access. A firewall has been implemented using Cisco hardware. This fall, Internal Audit will look at where Personally Identifiable Financial Information exists in databases on campus, especially the PeopleSoft student system. Next Tuesday, a campus project will begin looking at a roadmap for elearning tools. Some on campus want to move to open source products.This fall, the BusinessSchool is planning to offer some 20 courses using Moodle rather than D2L. The campus will likely go with a Microsoft Campus Agreement instead of a Select contract. An IT portfolio analysis is being undertaken.

UW–Milwaukee is endeavoring to move forward with a full Apple retail store. The bookstore has been a somewhat reticent partner with the IT division. The PeckSchool of the Arts has an embedded Apple laptop program and the closest Apple Store is some 15 miles away. UW–Milwaukee has been granted 500G of space on iTunesUniversity and received a UWS grant to build a podcasting initiative. Xythos, CommonSpot and the myUWM portal are three major projects that need better marketing and communications, and a person has been hired. The student system will be upgraded to version 8.9 during a ten day shutdown in November. The Vice Chancellor for Research has stepped down and returned to the Physics Department faculty. Nonetheless, the IT division is pushing forward on better ways to coordinate research computing. An email/calendar RFP is being evaluated and vendors will be invited to give demonstrations in the fall.

UW–Parkside has rolled out VMWare and Outlook. Standardized file structures for folders and storage are being promulgated. Remote access is being expanded to those beyond the technical and core functional staff. Microsoft Live free email will be provided for students in November and paid for with the student technology fee. The University of Texas is already live with 17,000 students. A timeframe has been determined for the PeopleSoft upgrade. A bid went out for upgrade partners and Oracle was selected. Their database was sent to the Oracle lab this week and the institution go live will be in January. As part of the process, next week Oracle will begin a four week project to audit their business processes and the use of the current version. Project management methodology is spreading to different portions of the organization, e.g., computer labs and image management. A physical inventory of the desktops is being conducted using a toolset. A security breach was discovered on Memorial Day weekend which has raised awareness of security and the need for locking down desktops and standardization. Proposals from three security firms for audits have been gathered. Extended Help Desk hours are being considered for critical systems, either internally or outsourced to third parties. A faculty member wanted a wiki for her classes. A free product is being piloted, which has spawned a high level discussion on technologies for teaching and learning.

UW–Platteville is currently down for their PeopleSoft upgrade. Mark Rank has been loaned back from UW–Milwaukee. A new residence hall will open shortly. The res hall project has saved the state several million dollars by using a design-build approach. A new administration building and a second engineering building are in the works. The Governor had to sign off on the implementation of new ticketing software. Calendaring software will be investigated. A couple accreditations are scheduled for this year.

UW–RiverFalls is going through a redesign of their IT services. It is set up as a project with a steering committee and a core team made up of IT staff, faculty (who have course releases) and functional users. The campus is serious about supporting the effort. The new student center will open in January with lots of technology inside. A campus strategic planning process is about to begin. All projects are now run with a project management approach. People are being asked to lead small projects in areas other than their own. A firewall project has been completed.

UW-Stevens Point is building a new university center and additional space has been provided for IT to use. They are gearing up for the SFS project. A combined calendaring, facilities utilization, academic scheduling and events scheduling project is underway using EMS. Online registration for credit-based continuing education is being developed with the goal of students being able to register and pay for a class in one web session. A set of public access multimedia labs are being developed using both Windows and Mac computers, 30 terabytes of storage, digital cameras and green screens.

UW–Superior has gone live with version 8.9 of the student system. Next Monday, an IT reorganization will be announced in consultation with a faculty member. Mark Anderson will be retiring next summer and a CIO search will be conducted this winter. An academic program planning and prioritization process has been initiated in anticipation of state budget cuts. Cisco firewall products are being installed in addition to the existing Barracuda hardware. Netreg will be replaced with realtime Cisco products. The Provost is interested in redesigning the campus web pages. Daily email digests will be sent to students and staff. A plan for security cameras is being defined and standardized - initially using analog cameras with subsequent migration to IP cameras.

UW System Administration is working on Contract Sunshine that reports SFS and UW–Madison purchase orders of more than $10,000 to the Ethics Board. It is built with PeopleTools queries. As part of a records management policy, the practice of implementing four standard email folders for different categories of messages has been adopted by a rather small number of staff. Work has begun with UW Extension to videostream the Board of Regents meetings using Media Site Live.

UW–Whitewater is endeavoring to create a project management office. The student system is slated to go live in two weeks. In the last six months, major progress has been made in the implementation of a content management system (CMS). Challenges still exist in getting departments to provide content. The online calendar is being transitioned from Corporate Time to Outlook. Students will not be included because the faculty don't want students booking them into meetings. A separate calendaring system will be installed for students to schedule appointments with Advising. Numerous construction projects are planned, including the replacement of two residence halls, which is necessitating the re-routing of fiber cables. The DataCenter is being remodeled and brought up to date. Major initiatives are underway to centralize data storage in tiers based upon availability and to look at the available products for ID management.

CommonSpot (David Hart)

There is interest in CommonSpot.  All institutions are invited to send representatives to UW–Milwaukee for free training on August 8 - 10.

Printer contract (Ed Meachen)

Dana Bunner notified Ed Meachen that DOA has indicated they are putting together a new strategic sourcing printer contract and are willing to include someone from the UWS on the team. David Dumke volunteered to participate.

Library hardware conversion (Lorie Docken)

The Voyager databases for 10 of the campuses are being migrated to new hardware in Madison along with a new Voyager release. The project should be complete by the end of the month.

Next meeting

The next CIO Council meeting will be on August 24, 2006, either at

Regent Street
in Madison or via teleconference.